Resolving attendance tracking issues Analyze the attendance tracking issue Interpreting attendance data in Workforce Attendance About resolving attendance issues when timecards have not been signed off Analyzing the attendance tracking issue About resolving attendance issues when timecards have been signed off (No impact on pay or accruals) About resolving attendance issues when timecards have been signed off (pay impact) About resolving attendance issues when timecards have been signed off (accruals impact) Show Me: Resolving attendance issues when timecards have not been signed off Show Me: Manually delete an attendance event Lesson Menu Resolve the issue: If timecard has not been signed off … Resolve the issue: If timecard has been signed off … What’s in this lesson? This lesson explains how to identify and resolve attendance tracking issues in pay periods that have and have not been signed off. What do I need to know before I begin? You should already know how to: - Identify time data discrepancies in timecards - Perform timecard edits, including pay code edits and comments - Identify exceptions - Access Genies - Communicate with or k-mail - Understand what sign off is - Resolve punch issues Depending on your organization, you may need to be familiar with performing historical timecard edits. Return to Villanova Kronos Training Web

Interpreting attendance data in Workforce Attendance Depending on your role, you may need to be able to interpret an employee’s attendance data as displayed in Workforce Attendance. In the past you may have used paper timecards or spreadsheets to manually track employee infractions; you may have used abbreviations for certain infractions (such as “S” for “Sick”) To access employee attendance records in Workforce Attendance, you use the Attendance Editor. This is where all of the employee’s attendance data is stored (much like the Timecard Editor is where the employee’s timecard data is stored.) This topic introduces you to the Attendance Editor and takes a close look at the tabs you’re likely to work with when analyzing attendance issues: - Summary tab - Incidents tab (Continued) Analyze the attendance tracking issue Resolving attendance tracking issues

Use the Summary tab for an overview of the employee’s attendance record. (Continued) Analyze the attendance tracking issue Interpreting attendance data in Workforce Attendance (Continued) Resolving attendance tracking issues Processed through. Displays the date up to which employee attendance information is current, including attendance events that have been manually edited. Balances. Displays information about the balances, which may be based on points, occurrences or time. If an attendance policy is set up with more than one type of balance (for example, one balance is for reward points and one balance is for disciplinary points), two rows appear in the Balances table - one for each balance type that is used in attendance policies that are assigned to the employee. Perfect Attendance. Displays read-only information that identifies whether the employee met criteria that has violated your organization’s perfect attendance policy. If the status is “Yes,” this means that the employee has violated perfect attendance rules. For details about the rules, click the Perfect Attendance Definition and Source Policy definition. (Previous)

(Continued) Analyze the attendance tracking issue Interpreting attendance data in Workforce Attendance (Continued) Resolving attendance tracking issues Actions. Displays information about actions incurred by the employee for the specified time period. Click an Action to access the Edit Attendance Action workspace. You can enter a date in the Completed Date column to indicate when the attendance action was completed. If the Completed Date column is blank, the Current Status field indicates that the attendance action is initiated but not completed. Villanova has configured the system so that if an action is set up to be recognized on the completion date, it will only be visible on the Incidents and Summary tabs after the action is completed in the employee's record. Discipline Levels. Displays information about any discipline level changes that an employee has incurred for the specified time period. Villanova has progressive discipline policies and if an employee has exhibited poor attendance behavior, multiple discipline levels may appear in the discipline level table. (Previous)

(Continued) Analyze the attendance tracking issue Interpreting attendance data in Workforce Attendance (Continued) Resolving attendance tracking issues Use the Incidents tab for a detailed list of attendance events. Notice that some events appear in blue font color, for example, FT Absence. In Workforce Attendance, these are called “basic events.” (Previous)

(Continued) Analyze the attendance tracking issue Interpreting attendance data in Workforce Attendance (Continued) Resolving attendance tracking issues Basic events that have similar characteristics such as the same point value can be grouped together as a combined event. Combined events are simply multiple items in Villanova’s attendance policy being triggered and applied on the same day. You should be able to distinguish basic events from combined events so that if employees have questions about their attendance records, you can correctly interpret the information and explain it to them. (Previous)

Field NameDescription DateThe date on which the employee incurred the event, pattern or action.. Event/Pattern/ActionThe attendance event, attendance pattern or attendance action that the employee incurred. Example: Tardy < 60 Discipline Level.Represents the progressive discipline level status that the employee is currently at. Example: Step 1 Actual AmountThe amount of time that the employee was early or tardy. Example: 0:10 Balance ChangeThe number of points, occurrences that the employee incurred as a result of the attendance event, pattern or action.. Example: 0.50 TotalThe current total of the point balance. In this example, the balance is based on points. Balances may also be based on occurrences, or time (such as missed time.) Example: 3.5 Balance TypeThe type of units that represent what the balance is tracking. Balances may be based on points, occurrences, or time (such as missed time.) Example: Points Shift Start TimeThe employee’s scheduled shift start time. Example: 9a. Source PolicyLink that provides information on the attendance policy rule that generated the attendance event, pattern or action when attendance rules were applied. The following table explains the fields on the Incidents tab. Analyze the attendance tracking issue Interpreting attendance data in Workforce Attendance (Continued) Resolving attendance tracking issues (Topic End) (Previous)

When an attendance tracking issue comes to your attention, the first question to answer is “Has the employee’s timecard been signed off?” - if the timecard has not been signed off, you edit the timecard; remember to use Villanova’s timecard editing guidelines so that edits that affect attendance tracking are accurate. - if the timecard has been signed off and there is no pay or accrual impact, then manually edit the attendance infraction. - if the timecard has been signed off and there is a pay or accrual impact, you may need to perform a historical timecard edit, then manually edit the attendance infraction. Edit & approve timecards Apply attendance policy rules Approve attendance balance? Is timecard signed off? No Yes Edit attendance event & apply rules Perform historical timecard edit Yes Done Pay or accrual impact? Analyzing the attendance tracking issue (Topic End) Resolve the issue: If timecard has not been signed off … Resolving attendance tracking issues

If the timecard has not been signed off, edit the timecard, apply attendance rules (or let the attendance processor automatically apply rules), then verify that the attendance tracking issue has been corrected. Edit & approve timecards Apply attendance policy rules Approve attendance balance? Is timecard signed off? No (Continued) About resolving attendance issues when the timecard has not been signed off … Resolve the issue: If timecard has not been signed off … Resolving attendance tracking issues (Previous)

StepAction 1.Use Villanova’s guidelines for making timecard edits that affect attendance, edit the employee’s timecard and save your changes. 2.If you don’t have the ability to manually apply attendance rules, wait until Workforce Attendance processor runs. If you have the ability to manually apply attendance rules, click the More quick link and select Attendance. The Attendance Editor appears. 3.From the Incidents tab, click Apply Rules. The Apply Rules dialog appears. 4.To accept the Default Start Date, click OK. 5.After a few seconds, click Refresh. To resolve an attendance tracking issue when the timecard has not been signed off, take the following steps. (Topic End) Resolve the issue: If timecard has not been signed off … About resolving attendance issues when the timecard has not been signed off (Continued) Resolving attendance tracking issues

SHOW ME: Resolve the attendance tracking issue Click the icon to see how to resolve an attendance tracking issue when the employee’s timecard has not been signed off (Topic End) Resolve the issue: If timecard has not been signed off … Resolving attendance tracking issues

About resolving issues when the timecard has been signed off (no impact on pay or accruals) If the timecard has been signed off and there is no pay or accruals impact, then manually edit the attendance infraction Edit & approve timecards Apply attendance policy rules Approve attendance balance? Is timecard signed off? No Yes Edit attendance event & apply rules Done Pay or accrual impact? (Continued) Resolve the issue: If timecard has been signed off … Resolving attendance tracking issues (Previous)

StepAction 1.To access the Attendance Editor from the employee’s timecard, click the More quick link and select Attendance. To access the Attendance Editor from a Genie, click to highlight an employee row(s) then select Attendance > Attendance Editor. 2.To delete an infraction, click the check box on the row that represents the infraction. Then click Delete. To edit an infraction, click the check box on the row that represents the infraction. Then click Edit, make the change and click Save and Return. 3.To update the employee’s attendance information, click Apply Rules. The Apply Rules dialog appears. 4.To accept the Default Start Date, click OK. 5.After a few seconds, click Refresh. To manually edit an attendance infraction, take the following steps. (Topic End) Resolve the issue: If timecard has been signed off … About resolving attendance issues when the timecard has been signed off (no impact on accruals or pay ) (Continued) Resolving attendance tracking issues

SHOW ME: Manually delete an attendance event Click the icon to see how to manually delete an attendance event (Topic End) Resolve the issue: If timecard has been signed off … Resolving attendance tracking issues

If the timecard has been signed off and there is a pay or accrual impact, you may need to perform a historical timecard edit and then manually edit the attendance infraction. Whether you make a historical timecard edit depends on your business processes. These processes will be determined by your manager. Edit & approve timecards Apply attendance policy rules Approve attendance balance? Is timecard signed off? No Edit attendance event & apply rules Perform historical timecard edit Yes Done Pay or accrual impact? Yes (Continued) About resolving issues when the timecard has been signed off (pay impact) Resolve the issue: If timecard has been signed off … Resolving attendance tracking issues (Previous)

If the historical edit impacts pay, use Add Historical Amount. For example, an employee is tardy and leaves early, resulting in 1.5 points. The timecard is signed off. Later, the employee clarifies that they were working and should receive adjusted pay (they were not paid for 30 minutes) and no disciplinary points. To adjust the pay, use the Add Historical option. (Continued) Resolve the issue: If timecard has been signed off … About resolving attendance issues when the timecard has been signed off (pay impact ) (Continued) Resolving attendance tracking issues (Previous)

FieldDescription Historical DateSpecify the date in the past to which you want to add the hours or money amount. This date must be in a signed off pay period. Pay CodeFrom the drop-down list, select the pay code to which you want to add the hours or money. AmountEnter the amount that you want to add to the hours or money in the selected accrual code. Negative amounts are permitted only if you have the correct access privileges. TransferIf the amount should be charged to a labor account, work rule, or pay rule other than the employee’s primary account/default rule, then specify the appropriate account/rule. Effective DateSpecify a date in the current pay period on which you want the edit to be effective. Include in totals for effective date Select this check box to include the historical edit amount in the totals paid to the employee in the current pay period. The amount will appear on the Totals & Schedule tab in addition to the Historical Amounts tab. Clear this check box if you have already issued a manual check for the amount. The edit will appear on the Historical Amounts tab only along with the text “(paid).” Impact accrualsSelect this check box to adjust the employee’s accrual balances as of the Effective Date based on the selections made in this dialog box. The Add Historical Amount dialog contains the following fields. Resolve the issue: If timecard has been signed off … About resolving attendance issues when the timecard has been signed off (pay impact ) (Continued) Resolving attendance tracking issues (Continued) (Previous)

When the historical timecard edit has been resolved, be sure to manually edit the employee’s attendance information. For example, if the employee received points for being tardy but was in fact working, you would: - make the historical timecard edit to adjust the employee’s pay - manually delete the Tardy < 60 and Leave Early attendance infractions from the employee’s attendance record and then apply attendance policy rules to adjust the point balance (Continued) Resolve the issue: If timecard has been signed off … About resolving attendance issues when the timecard has been signed off (pay impact ) (Continued) Resolving attendance tracking issues (Previous)

StepAction 1.To access the Attendance Editor from the employee’s timecard, click the More quick link and select Attendance. To access the Attendance Editor from a Genie, click to highlight an employee row(s) then select Attendance > Attendance Editor. 2.To delete an infraction, click the check box on the row that represents the infraction. Then click Delete. To edit an infraction, click the check box on the row that represents the infraction. Then click Edit, make the change and click Save and Return. 3.To update the employee’s attendance information, click Apply Rules. The Apply Rules dialog appears. 4.To accept the Default Start Date, click OK. 5.After a few seconds, click Refresh. To manually edit an attendance infraction, take the following steps. (Topic End) Resolve the issue: If timecard has been signed off … About resolving attendance issues when the timecard has been signed off (pay impact ) (Continued) Resolving attendance tracking issues (Previous)

If the historical edit impacts accruals, use the Move Historical option. For example, an employee is out sick and receives 1.0 points; the timecard is signed off. The employee later clarifies that they took a vacation day. To adjust 8 hours of sick to 8 hours of vacation, use Move Historical Amount. (Continued) About resolving issues when the timecard has been signed off (accruals impact) Resolve the issue: If timecard has been signed off … Resolving attendance tracking issues

FieldDescription Historical DateSpecify the date in the past to which you want to add the hours or money amount. This date must be in a signed off pay period. Pay CodeFrom the drop-down list, select the pay code to which you want to add the hours or money. AmountEnter the amount that you want to add to the hours or money in the selected accrual code. Negative amounts are permitted only if you have the correct access privileges. TransferIf the amount should be charged to a labor account, work rule, or pay rule other than the employee’s primary account/default rule, then specify the appropriate account/rule. Effective DateSpecify a date in the current pay period on which you want the edit to be effective. Include in totals for effective date Select this check box to include the historical edit amount in the totals paid to the employee in the current pay period. The amount will appear on the Totals & Schedule tab in addition to the Historical Amounts tab. Clear this check box if you have already issued a manual check for the amount. The edit will appear on the Historical Amounts tab only along with the text “(paid).” Impact accrualsSelect this check box to adjust the employee’s accrual balances as of the Effective Date based on the selections made in this dialog box. The Move Historical Amount dialog contains the following fields. (Continued) Resolve the issue: If timecard has been signed off … About resolving attendance issues when the timecard has been signed off (accruals impact ) (Continued) Resolving attendance tracking issues (Previous)

When the historical timecard edit has been resolved, be sure to manually edit the employee’s attendance information. For example, if the employee received 1.0 points for calling in sick, but really took a vacation day, you would: - make the historical timecard edit (the employee should have 8 hours of vacation deducted instead of 8 hours of sick) - manually delete the Sick with no note attendance infraction from the employee’s attendance record and then apply attendance policy rules to adjust the point balance (Continued) Resolve the issue: If timecard has been signed off … About resolving attendance issues when the timecard has been signed off (accruals impact ) (Continued) Resolving attendance tracking issues (Previous)

StepAction 1.To access the Attendance Editor from the employee’s timecard, click the More quick link and select Attendance. To access the Attendance Editor from a Genie, click to highlight an employee row(s) then select Attendance > Attendance Editor. 2.To delete an infraction, click the check box on the row that represents the infraction. Then click Delete. To edit an infraction, click the check box on the row that represents the infraction. Then click Edit, make the change and click Save and Return. 3.To update the employee’s attendance information, click Apply Rules. The Apply Rules dialog appears. 4.To accept the Default Start Date, click OK. 5.After a few seconds, click Refresh. To manually edit an attendance infraction, take the following steps. (Topic End) Resolve the issue: If timecard has been signed off … About resolving attendance issues when the timecard has been signed off (accruals impact ) (Continued) Resolving attendance tracking issues (Previous)